Position Overview
The Quality Assurance Specialist (QA) works closely with the Director of Residential Services and is responsible for the continuous, objective analysis of the organization's compliance with all applicable licensing laws, rules, and regulations.
The QA Specialist collaborates with administrative and management teams to ensure compliance with federal, state, and local laws and regulations, including Oregon Administrative Rules (OARs). Responsibilities include supporting the development and implementation of organizational goals and plans for maintaining quality services; providing training and support to Program Managers and Assistant Managers; coordinating and monitoring Plans of Improvement (POIs) and Plans of Correction (POCs) following licensing reviews; ensuring agency policies and procedures are consistently followed and updated as needed; and conducting Quality Assurance audits and on-site reviews to promote continuous quality improvement and regulatory compliance.
Reports To: Director of Residential Services
Directly Supervises: Training Coordinator and On-Call DSPs
Essential Job Functions
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Track, coordinate, and complete all licensing applications and renewals in accordance with ODDS deadlines and requirements.
- Ensure all ISP and related support documentation reflect the standards required by Oregon Administrative Rules (OARs) and agency policies and procedures.
- Conduct scheduled and as-needed audits, including reviews of documentation, implementation of support documents, medication administration practices, medical appointments, financial transactions, DSP training compliance, and site-specific requirements.
- Conduct pre-licensing and ongoing site visits to ensure programs meet compliance standards outlined in Oregon Administrative Rules and OSLP policies and procedures.
- Complete audits that accurately identify potential citations, compliance concerns, and areas for improvement in alignment with ODDS licensing review standards.
- Prepare and distribute audit findings and recommendations to Program Directors, Program Managers, and other applicable leadership staff.
- Assist with the initial licensing, startup, and opening of new programs, including activities related to the placement and support of individuals served.
- Coordinate the completion, submission, and follow-up of Plans of Correction (POCs) and Plans of Improvement (POIs) in partnership with Program Managers and Program Directors by developing systems and solutions that prevent deficiencies from recurring.
- Assist and support management teams in developing, implementing, and monitoring program and agency goals, objectives, and quality improvement initiatives related to licensing and regulatory compliance.
- Identify compliance trends, recurring deficiencies, and areas of risk and provide recommendations for corrective action and continuous quality improvement.
- Review, maintain, and update compliance-related documents, forms, and resources on SharePoint as needed.
- Assist in the development, review, and revision of agency policies and procedures to ensure alignment with regulatory requirements and best practices.
- Monitor changes to applicable laws, regulations, licensing requirements, and Oregon Administrative Rules and communicate impacts to agency leadership.
- Conduct regular training for new managers, facilitate assistant manager meetings, and provide topic-specific training related to compliance, documentation, licensing requirements, and quality assurance practices.
- Serve as a resource to managers and leadership teams regarding licensing requirements, audit readiness, and regulatory compliance expectations.
- Promote a culture of quality improvement, accountability, and compliance throughout the organization.
Other Duties
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Report significant program, compliance, and employee-related concerns to the Director of Residential Services and assist in determining the appropriate course of action.
- Share responsibility in the rotation of the emergency administrative on-call system and respond by phone or in person as needed.
- Provide direct supervision, coaching, support, and performance oversight for the Training Coordinator and On-Call DSPs.
- Report safety concerns to Program Directors and Managers, ensure appropriate follow-up occurs, and communicate findings to the Director of Residential Services.
- Perform administrative and clerical duties related to quality assurance activities, including completion of on-site reviews, audit documentation, tracking systems, and development of program support materials.
- Participate in committees, workgroups, and organizational initiatives relevant to the position and agency goals.
- Demonstrate a commitment to OSLP's values, including health and safety, community integration, informed choice, and quality of life for all individuals regardless of the type or severity of disability.
- Comply with all conditions of employment and all OSLP policies and procedures.
- Perform other duties as assigned that are related to the purpose and responsibilities of the position.
Physical Requirements
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Standing: Continuously in combination with walking indoors and outdoors.
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Sitting: Occasionally
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Walking: Continuously in combination with standing.
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Worker Mobility: Can change positions frequently throughout work shift.
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Carry/Lift: Occasionally and independently lift and carry up to 45 pounds.
- Pushing/Pulling: Frequently and independently push/pull people served during dressing, transferring or positioning. Frequently and independently push/pull wheelchairs or lifting equipment and occasionally while performing routine household and/or yard tasks.
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Bending/Squatting: Frequently throughout the work shift while attending to people served and cleaning.
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Reaching/Handling: Use of fingers/hands/arms continuously. Occasional overhead reaching needed.
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Grasping/Squeezing: Frequently throughout work shift.
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Twisting: Frequently throughout work shift.
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Climbing: Occasionally ascend or descend stairs or ramps indoors or outdoors.
- Crawling: 0% of the time.
Social Skill Requirements
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Ability to positively interact with the people we support and coworkers.
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Ability to effectively send and receive verbal communication using the English language.
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Must exhibit professional demeanor and consideration of grooming and appearance.
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Maintain standards of behavior expected by an OSLP supervisor/manager/member of administrative team.
Aptitude Requirements
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Proven abilities in evaluation and program planning for adults with developmental disabilities; Developing and implementing documentation systems in compliance with OARs; Application of laws and Oregon Administrative rules to specific situations.
- Follow and implement agency policies and procedures
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Must be able to learn and retain new skills.
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Minimum two years college level coursework preferred.
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Must maintain a minimum of 12 hours of on-going professional development and education annually.
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Four years’ experience working directly with developmentally disabled adults or a closely related social service or mental health field preferred. 2 years of management or administrative experience within the setting.
- Demonstrated skill in community relations.
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Above average in verbal and written communications. Must be able to read English and write it legibly. Able to perform basic math functions. Must have the ability to analyze, reason, and make decisions.
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Experience collaborating with management level teams.
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Ability to meet the general employment qualifications of OSLP.
Environmental Factors
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Most work is performed in residential houses or office.
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Occasional exposure to outside elements.
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Must have a valid Oregon driver’s license and be insurable by the agency’s liability insurance carrier.
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Possible exposure to chemicals and/or compounds, animals, and high pressure/stress environment throughout work shift.
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This position summary covers most of the duties performed; however, other duties and responsibilities not listed may be assigned at the discretion of management.
